The manual process
The commercial cleaning business was finding prospects, writing email, and remembering follow-ups by hand. The work was fragmented, and the next action depended on someone checking multiple places.
The workflow architecture
- Prospects are researched and structured into consistent fields.
- The workflow prepares a personalized first-touch email.
- Follow-up logic waits, checks the current state, and decides whether another message is appropriate.
- Sends and replies are recorded in Google Sheets so the pipeline remains visible.
What required engineering
The live system went through five workflow versions. Follow-up logic, date handling, and a Gmail node that overwrote sheet data had to be debugged against actual use. That iteration is the difference between importing a template and operating a dependable system.
What is not claimed
This case study does not publish a fabricated lead count, conversion rate, revenue result, or client quotation. It documents the process that was automated and the implementation problems that were solved.
See the related n8n Lead Generation Workflow for integrations, requirements, pricing, and the self-install option.